Rental Terms

Rental Terms & Conditions

Please review the venue rules carefully before making or confirming a reservation.

By confirming the facility rental and using the HCCGC facility, the renter acknowledges that they have read, understood, and agree to comply with the policies below.

Responsibility of the Renter

  • The renter is responsible for the conduct, supervision, and safety of all guests, vendors, decorators, entertainers, contractors, and other individuals attending or participating in the event.
  • Any violation of facility policies by these individuals is the responsibility of the renter.
  • To the extent permitted by law, HCCGC is not responsible for injuries, accidents, or losses arising from the event or the actions of the renter, guests, vendors, or other participants.

Food & Beverage Policy

  • Only vegetarian food may be served or consumed on the premises. The preparation, serving, or consumption of non-vegetarian food and alcoholic beverages is strictly prohibited.
  • Renters are responsible for ensuring all guests comply with this policy.

Smoking, Vaping & Substance Policy

  • Smoking, vaping, tobacco products, recreational drugs, and illegal substances are prohibited anywhere inside the facility and on facility grounds.
  • Violations may result in immediate termination of the event without refund.
  • Running in hallways, climbing on furniture, or engaging in unsafe activities is not permitted.

Noise & Community Respect

  • Please maintain reasonable noise levels and be respectful of neighboring properties and other facility users.
  • Excessive noise or disruptive behavior may result in the event being stopped.

Event Time Limits

  • Events must begin and end within the approved rental period.
  • Set-up and cleanup time must be included within the reserved hours unless otherwise approved.
  • All guests must vacate the facility by the scheduled end time.

Parking Regulations

  • Vehicles must be parked only in designated parking areas.
  • Blocking entrances, driveways, fire lanes, or emergency exits is strictly prohibited.

Decorations & Setup

  • Decorations are permitted only with prior approval.
  • Furniture, stage pieces, equipment, and other facility property may not be moved without prior approval from HCCGC. If approved, the renter and their guests move such items at their own risk. HCCGC is not responsible for injuries arising from moving, arranging, or handling these items.
  • Nails, screws, staples, tacks, adhesives, command strips, glitter, confetti, rice, birdseed, sparklers, smoke machines, and open flames are prohibited unless specifically approved by HCCGC.
  • Decorations or materials may not be attached to walls, ceilings, doors, windows, furniture, or fixtures without permission.
  • The renter must remove all personal belongings, decorations, food, and trash and return the facility, furniture, and approved equipment to their original condition and arrangement before the rental period ends. Additional cleaning or restoration charges may apply.

Facility Usage Guidelines

  • Guests are only permitted in authorized rental areas.
  • Please do not allow children to run in hallways, lobbies, or other common areas.
  • Please help us maintain a respectful, safe, and welcoming environment for everyone using the facility.
  • HCCGC cameras, audiovisual equipment, television screens, sound systems, and other electronic equipment may not be operated, disconnected, relocated, or adjusted without prior authorization.

Security Deposit

  • A $100 security deposit is required for each rental.
  • Deposits may be withheld partially or fully for damages, excessive cleaning, late departure, or policy violations.
  • Security deposits will be returned within 14 business days after the event, provided the facility is left in satisfactory condition and no additional charges apply.

Damage & Repair Costs

  • Costs associated with damage, repair, replacement, or excessive cleaning may be deducted from the security deposit.
  • If costs exceed the security deposit amount, the renter agrees to pay the remaining balance.
  • The renter is responsible for the full cost of repairing or replacing any HCCGC property damaged during the rental period, including furniture, cameras, television screens, whiteboards, stage pieces, fixtures, and other equipment, regardless of whether the cost exceeds the security deposit.
  • Any repair, replacement, cleaning, or other charges exceeding the security deposit must be paid by the renter within 10 days of receiving an invoice from HCCGC.

Cancellation Policy

  • 14 days or more before the event: full refund.
  • 7–13 days before the event: 50% refund.
  • Less than 7 days before the event: no refund.
  • The cancellation refund percentages apply to the rental fee. The security deposit will be refunded in full for canceled events, provided no other charges are due.

Policy Compliance

  • Renters and their guests are expected to comply with all HCCGC facility policies and guidelines.
  • Failure to comply with one or more policies may result in corrective action, including the immediate suspension or termination of the event without refund when necessary to protect the facility, guests, or community.
  • Repeated or significant policy violations may affect eligibility for future facility rentals at the discretion of HCCGC.

Right to Refuse or Terminate Event

  • HCCGC reserves the right to refuse, suspend, or terminate any event that violates these policies, causes damage to the facility, disrupts the community, or involves unsafe or unlawful conduct.

Version 1.1 · Effective January 1, 2026 · Last revised August 15, 2026